Valentina Akpan: Founder, Rellatech. Admin and technical virtual assistant for businesses and startups with teams.
When Selling Circus reached out to me, their student onboarding was a mix of manual steps, repeated tasks, and little pieces of information scattered across different tools. Each new student required time, attention, and a long list of steps that needed to happen in the right order.
They wanted something smoother and kinder to their team. Something that welcomed students with clarity instead of chaos.
This is where thoughtful automation becomes a gift. And this project was one of the most rewarding pieces I have built.
1. It All Begins When a Student Signs Their Contract
The onboarding journey begins the moment a student signs their contract through DocuSign. Instead of the team checking for new signings or manually updating records, I connected DocuSign to Zapier so the moment a signature is received, the workflow starts automatically.
This tiny shift saves hours every month and removes the risk of missing a new student.
2. Creating the Student Profile in Thinkific
Once DocuSign completes the contract, Zapier takes the next step: it creates a new student profile in Thinkific.
No manual entry, no delays, and no duplicate records. Every new contract now becomes a structured student record instantly, making the student's information clear, accessible, and ready for the rest of the system.
3. Triggering the Automation in ActiveCampaign
After the Thinkific profile is created, the system moves into the heart of the onboarding experience. Zapier tells ActiveCampaign to add the student into a specific automation designed for new members of Selling Circus.
- ●Every student receives consistent information
- ●Nothing is forgotten
- ●The brand voice stays warm and encouraging
- ●The experience feels intentional
A whole set of tasks that once lived in someone's head now unfolds on its own.
4. The Welcome Email Arrives Right on Time
The welcome email is a moment that shapes the student's first impression. The system sends it the moment the student enters the automation. The tone stays aligned with Selling Circus. The timing is perfect, and the student feels seen and supported.
5. Updating the Master Sheet for Full Visibility
The automation finishes by updating a master Google Sheet, logging the student's name, signing dates, Typeform completion, and internal notes. One source of truth. No more searching through emails or checking multiple platforms.
6. Why This Matters for a Growing Company
- ●Less manual admin
- ●Fewer mistakes
- ●More time for teaching, coaching, and connection
- ●Consistent student experience
- ●Stronger systems that scale naturally
What once required hours of work now unfolds on its own with quiet precision.
Work with Rellatech
Automation isn't about replacing the human touch. It's about clearing the mechanical work so the human moments carry more weight. Building that kind of system is a regular part of what I do. If the above sounds familiar, a short call is the fastest way to see whether it's a fit.
Let's TalkNot ready for a call? Take the free operations assessment and I will send you a written breakdown within 24 hours.
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